How to avoid or remedy suspension of customs registration

During September 2023, CIBA received many complaints from members whose clients have received suspension notices from SARS. The issue follows on from 26 August 2022 when SARS issued a Letter to Trade stating that all Customs and Excise registrants and licensees must update or confirm their current registration information by completing and submitting the electronic application and furnishing additional information. This is necessary to onboard the Registration, Licensing and Accreditation (RLA) system. The deadline to update existing registration or licensing information was 31 March 2023.

ONBOARDING THE RLA SYSTEM

To avoid suspension of registrations, registrants and licensees need to onboard the RLA system. All client types/products must be onboarded, for example, both importer and exporter. To do this on Efiling, follow the steps below:

1. Login to SARS eFiling
2. EFilers with an Individual profile must change their profiles to “Organisation”. To do this, follow the steps in section 3.1 of the SARS guide SC-CF-42 here or watch the SARS video here.
3. Employees performing customs registration-related activities on eFiling must have appropriate user rights and RLA profiles to enable them necessary access to RLA on eFiling. Follow the steps in section 3.2 of the SARS guide SC-CF-42 here.
4. Assign the correct user’s rights and/or roles on eFiling following the steps under par. 4 of the SARS guide SC-CF-42 here.
5. Navigate to RLA on eFiling and look for the RLA Customs client number.
6. If the user is already a registered or licensed RLA client and his/her RLA Customs client number is not displayed on the RLA page, the user is required to perform the merging of tax and Customs products. Follow the steps as described in the paragraph below, or as described in detail in the SARS guide GEN-ELEC-15-G015 here.
7. On the RLA Dashboard, select “New Application”.
8. Navigate the client type wizard to “Licensing” and select the “Clearing Agent” client type application or the relevant client type you are applying for.
9. Capture all required information. The application form is customised depending on client type.
10. Upload the required supporting documents, accept the declaration, and submit the application.
11. Upon successful submission, you will receive a reference number.
12. Once the application is processed by SARS, you will receive an email or SMS notification.
13. Access RLA on eFiling or at a Customs branch to view your outcome letter, which will be available in the RLA inbox.
14. Once your first application is approved, a system profile will be created for you on RLA.
15. Once your RLA profile is created, you may submit all your other existing client types on RLA without having to wait for each one to be finalised. (Repeat steps 1 to 12 above).

THE MERGING PROCESS

Where merging must occur, it must be done before you can onboard, as without this, the customs number does not reflect under management tax types for the client. Go to the SARS website, clicking here, scroll down to the heading ‘How to merge the taxes?’ and follow the 6 steps as described.

If you cannot do the merge process as described in the 6 steps link above, you need to do the following:

Option 1. Submit a manual application per the attached in person to your nearest customs office to assist you with the merging.

Option 2. Book an appointment online:
⦁ Click here and complete the information requested.
⦁ You will receive a case number, which you must insert into the form under step 5.
⦁ Go to the SARS Online Query System here.
⦁ Click on: Submit supporting documents and complete the form, including the case number.
⦁ Upload the following supporting documents for merging of profiles/update of profiles/appointment of public officer via virtual appointments:
⦁ CK documents – that reflects the members as well
⦁ Proof of address in the name of the company – not older than 3 months
⦁ Bank confirmation letter – not older than 3 months
⦁ Resolution letter appointing the public officer, signed by all members, and accepted by appointed Public Officer (only if the public officer has not yet been appointed)
⦁ Proof of address for Public Officer – in the name if Public Officer – not older than 3 months
⦁ Certified copies of ID for all members and Public Officer
⦁ “Selfie” of Public Officer, holding his/her ID with a note stating: “update my details”.

Should the public officer or the company NOT have any proof of address in their name, then the CRA01 form can be completed by a 3rd party with their proof of address for the Public Officer. You can find the form here.

For more information about Registration, Licensing and Accreditation, read here.

If you have any challenges, please submit the application to a customs branch office.

If you still experience challenges, please email technical@myciba.org.

RESOURCES AVAILABLE: SARS VIDEOS AND GUIDES

1. SARS Webinar Step by step guidance on how to onboard onto the RLA system can be accessed here.
2. How to access Customs Registration, Licensing and Accreditation on SARS eFiling, watch here.
3. Activation of Registered Representatives, watch here.
4. How to navigate the RLA system, watch here.
5. The guide on how to register can be found here.
6. SC-CF-43 – Managed Shared Access Through eFiling – External Guide, read here.
7. GEN-REG-01-G04 – How to Complete the Registration Amendments and Verification Form RAV01, read here.
8. GEN-ELEC-15-G01 – Guide to the Entity Merge Functionality on eFiling, read here.